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About the Company
Stolt Services' FM and Cleaning division is dedicated to providing exceptional operational support and client service. Our mission is to ensure the highest standards of cleanliness and facility management, fostering a culture of teamwork and excellence.
About the Role
The Account Manager & Administrator is a central operational role within Stolt Services' FM and Cleaning division, responsible for the accurate financial administration of the business, the effective scheduling and deployment of cleaning and engineering personnel, and the day-to-day management of client relationships. The role holder acts as the primary point of contact for clients during operating hours and is responsible for maintaining and developing the software systems that underpin the smooth running of the department.
Responsibilities
Finance & Accounts
- Manage the Accounts Payable (AP) and Accounts Receivable (AR) functions for Stolt Services, including raising and processing supplier invoices, purchase orders and expense claims.
- Liaise closely with the central finance team to ensure the accurate and prompt production of the monthly flash P&L.
- Undertake credit control activity, including chasing overdue client payments and resolving billing queries.
- Reconcile invoiced work against completed jobs and timesheets to ensure accurate client billing.
- Support the preparation of budgets, cost tracking and financial reporting for the FM and Cleaning contracts.
Workforce Scheduling & Diary Management
- Manage the diaries of cleaners, facilities engineers and managers to ensure smooth workflow and effective time management against invoiced work.
- Coordinate staff rotas, holiday and absence cover to maintain continuous service delivery across all client sites.
- Collate and validate staff timesheets and hours worked to support payroll and subcontractor payment processing.
- Support onboarding of new cleaning and engineering staff, including right-to-work checks, DBS checks and issue of uniform/ID.
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Client & Account Management
- Provide in-hours management of all FM and Cleaning clients, ensuring all enquiries are answered within strict, agreed time constraints.
- Ensure cleaners, engineers and managers are promptly informed and deployed in response to client requests and reactive works.
- Act as first point of escalation for client complaints, resolving issues efficiently and escalating to the Director where required.
- Maintain accurate client records within the CRM, and monitor SLA/KPI performance for each contract.
- Support the preparation of client review packs, management information reports and, where required, tenders and quotations for new business.
Systems, Compliance & General Administration
- Manage and develop the in-house software systems, currently encompassing Smart Task, Asana, Xero, Google Drive, Gmail, Gemini, Claude and other business tools.
- Identify opportunities to adapt and improve software set-up to increase efficiency across the department.
- Maintain compliance documentation including COSHH records, risk assessments, method statements and incident/accident reporting in line with cleaning and FM industry regulations.
- Coordinate ordering of cleaning consumables, PPE and equipment to ensure sites are adequately stocked.
- Help schedule and coordinate site audits and quality checks across client locations.
- Provide general office administration, including filing, correspondence and minute-taking as required.
Qualifications
- GCSE (or equivalent) in Maths and English, minimum grade C/4.
- A relevant business administration, bookkeeping or accounts qualification is desirable but not essential.
- BICSc or IWFM membership/qualifications are an advantage but not required.
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Required Skills
- Experience within the cleaning and/or facilities management industry in an administrative role is preferred.
- Demonstrable experience managing accounts payable/receivable or working closely with a finance function.
- Experience scheduling or coordinating a mobile workforce (e.g. cleaners, engineers, technicians) is highly desirable.
- Experience in a client-facing account management or customer service role.
Preferred Skills
- Strong software knowledge, with the confidence to set up, adapt and troubleshoot new systems (essential).
- Excellent phone manner and interpersonal skills, with the ability to build rapport with clients and staff at all levels (essential).
- Highly organised, with the ability to manage multiple diaries, priorities and deadlines simultaneously.
- Confident, clear communicator, both written and verbal.
- Strong numeracy and attention to detail, particularly in relation to invoicing and financial reconciliation.
- Calm and resourceful under pressure, with a proactive approach to problem-solving.
- A flexible, hands-on team player comfortable working within a small, close-knit office environment.
Pay range and compensation package
Details regarding the pay range or salary or compensation will be provided during the interview process.
Equal Opportunity Statement
Stolt Services is committed to diversity and inclusivity in the workplace. We encourage applications from all qualified individuals regardless of race, gender, age, sexual orientation, disability, or any other characteristic protected by law.
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